Executive, Leasing & Tenancy Admin

Job Summary

Overseeing the administrative and operational support functions of the Company's retail branches. This role ensures effective management of tenancy matters, utility services, branch documentation, licenses, and regulatory compliance while maintaining strong relationships with landlords, service providers, government authorities, and internal stakeholders. The incumbent will play a key role in supporting smooth branch operations and ensuring all branch-related obligations are fulfilled in a timely and efficient manner.

Key Responsibilities

Branch Administration & Asset Management

• Manage and maintain accurate records of all retail branch information, tenancy agreements, licenses, permits, and operational documents.
• Ensure branch-related records and databases are always updated and maintained accurately.
• Organize, maintain, and archive branch documentation in accordance with company policies and record management procedures.

Rental & Tenancy Management

• Coordinate and process rental payments for all retail branches, ensuring timely payment and proper documentation.
• Monitor tenancy agreement expiry dates and support lease renewal processes.
• Liaise with landlords and property management representatives on tenancy-related matters, maintenance issues, and operational requirements.

Utility & Service Management

• Manage and monitor branch utility accounts, including electricity, water, internet, telecommunications, and other related services.
• Ensure utility bills are verified, processed, and paid within the stipulated timeline.
• Coordinate with service providers to address utility-related issues and service disruptions.

License & Regulatory Compliance

• Monitor the validity of business licenses, permits, signage licenses, and other regulatory requirements for all branches.
• Coordinate renewal applications and submissions to relevant authorities to ensure uninterrupted business operations.
• Ensure compliance with statutory regulations, local authority requirements, and company policies.

Stakeholder Coordination

• Act as the primary liaison between branches, landlords, service providers, government agencies, and internal departments regarding branch administration matters.
• Coordinate and follow up on branch operational issues, maintenance requests, and compliance-related matters.

Reporting & Administrative Support

• Prepare periodic reports on branch operations, rental commitments, utility expenses, license status, and asset management activities.
• Support budgeting, cost monitoring, and expenditure tracking related to branch operations.
• Assist in ad-hoc projects and assignments related to retail expansion, branch relocation, renovation, and asset management initiatives.

Job Requirements

• Bachelor's Degree, Diploma, or Professional Certificate in Business Administration, Property Management, Estate Management, Facilities Management, Retail Management, or a related field.
• Minimum 1-2 years of working experience in retail administration, property management, facilities management, tenancy administration, asset management, or a related function.
• Strong understanding of tenancy administration, branch operations, and facilities management processes.
• Good knowledge of business licensing requirements and regulatory compliance matters.
• Proficient in Microsoft Office applications, particularly Excel, Word, and PowerPoint.
• Strong interpersonal and communication skills with the ability to engage stakeholders at all levels.
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
• Any Ad-Hoc task assigned by superior.